Transforming SME onboarding with AI-powered document intelligence
Protime streamlines workforce management for thousands of SMEs across Belgium. Panenco built an AI-powered analysis assistant that reads work regulations automatically, pre-fills a structured configuration template, and generates intelligent follow-up questions to complete the picture, reducing consultant effort and ensuring consistent quality across every onboarding.
Challenge
Every SME onboarding required a consultant to manually read through work regulations and map the relevant information to a detailed configuration template. Time-consuming and dependent on individual expertise, the process didn't scale. Consultants spent the bulk of their time on repetitive data extraction rather than the advisory work that actually required their skills.
Solution
The assistant automates the heavy lifting: it reads uploaded work regulations, extracts the relevant data, and pre-fills the configuration template automatically. Where information is missing or ambiguous, intelligent agents generate targeted follow-up questions to fill the gaps. A complexity detection layer flags edge cases for manual review, ensuring the system only automates what it can do reliably.
Approach
The project started with workshops to understand how consultants work through documents and where automation would have the most impact. The SME analysis template was refined for AI compatibility, and the build followed an iterative cycle validated against real consultant output at each step.
Impact
- •Automated document analysis covers the large majority of standard SME onboarding cases.
- •Pre-filled templates significantly reduce manual consultant effort per onboarding.
- •Intelligent follow-up questions ensure complete outputs without depending on consultant experience.
- •Complexity detection routes edge cases to manual review before time is lost on unreliable automation.
- •Foundation in place to scale to additional templates and organisation types.